ORGANISING AN EVENT by dfhrf555fcg


									               ORGANISING AN EVENT
                       ARTS AND SPORTS TOOLKIT No 14

The secret of organising a successful event is careful planning and the sooner you
can start this, the better. Whether your event is a half-day arts workshop, craft fair,
sports day or full-blown arts festival, you’ll be surprised at how much preparation and
planning is involved. That’s if you want it to be a success, mind! This information
sheet offers some basic guidelines and advice that are applicable to whatever the
size or nature of your event.

Before you do an impression of a headless chicken, why not put your ideas down on
paper? It’s a bit like going to the supermarket, it’s a lot easier with a shopping list,
and without one the tendency is to arrive home without the essentials. Your
shopping list could comprise:

        A definition of what your event will be, eg a group of artists holding an open
         studio event, an aerobics instructor planning to set up a new class for a
         mothers and toddlers group
        Identifying the potential strengths and weakness, eg how accessible are the
         studios in the first instance? Would there be sufficient interest in an
         aerobics class to make it viable?
        Identifying ways of building on the strengths and overcoming the
        Staff and volunteers needed to help with the organisation before and on the
        Materials, equipment and premises, what resources have and haven’t you
         got? Can you beg or borrow or even obtain additional funding or
        Is there any potential clash with your event e.g. is your event planned for a
         Bank Holiday weekend?
        How will your event be funded? Funding applications, entrance charges,
         own resources etc.
        Are special licenses or permissions required?
Once you’ve prepared your ‘shopping list’ this should give you an idea of how much
work will be involved in putting on your event.

The next stage is to agree an achievable and realistic timescale for you to implement
your actions. If you’ve underestimated how much there needs to be done you may
need to rethink the proposed date for the event. Bear in mind that if you’re applying
for funding, or special licenses, this takes time and may not always fit in with your
schedule. If you have a date in mind work backwards to where you’re at now – this
will allow you to see how much time you have and to prioritise the order of work and

The following points may be food for thought:

Parking – For both your own needs and those you’re hoping to attract to your event.
The AA and RAC will provide signposting for large events – at a cost

Street closures – Your event could include a street procession, in which case you’ll
need to seek advice from a number of agencies including the Highways Department,
the Police and local bus company. There are cost implications to street closures, so
be mindful of this when setting your budget.

Tickets & Capacity - Depending on the nature of your event you may want to
consider organising an advance booking system. This could be as simple as you or
a volunteer allowing use of their answer phone for a set period. Try to avoid queues
for tickets on the day by having enough staff or volunteers to hand. If you’re event is
limited to a set number make sure that information is conveyed in your publicity.

Attendance – Think about how you can make your event as accessible as possible.
If your event will be venue based, choose one that has taken steps to make its
facilities and environment accessible to people with disabilities. If your event is
planned for an open space how will you be catering for wheelchair users or visually
impaired people? If you’re using a temporary space for a ‘one-off’ event such as a
workshop, familiarise yourself with the emergency procedures.

Signage – Make sure clear sign posting exists for entrances, parking, first aid points,
toilets, emergency exits, information points

Security – If you are organising a large public event (festival etc) you made need to
consider employing the services of a security company. Also give thought to areas
that you may need to ‘fence off’.

Communication – Again, whatever the event you’ll need to decide the best ways of
doing this with your staff and public, eg an information board, public address system
(PA), stewards, walkie-talkies, printed hand-outs and so on.

                       Staffordshire Moorlands District Council Toolkit No 14 –
                           Organising an Event - Page 2 of 3 - March 2003
                       Reference material researched: VAN Eventful Planning,
                           The Queens Golden Jubilee Celebrations Toolkit
Arrangements for First Aid – For large events book the St Johns Ambulance
service, have trained First Aiders amongst your team of staff and volunteers. If
you’re using a village hall to run an arts workshop or aerobics session make sure you
know where the First Aid kit is kept and if it’s locked away that you have access to a

The essentials – Water, heating, electricity, and lighting. Will you need a generator,
additional heating, and improved lighting for close and detailed work?

Insurances – Check that adequate cover is in place for the event. This includes you,
your staff and volunteers, people you sub contract and of course the public.

Child Protection – If your event involves young people then appropriate steps will
need to be taken in relation to Child Protection.

Cancellation – Hopefully it won’t come to this, but you may need to decide at what
point do you make the decision to cancel an event.

And finally – Obviously you’ll be working flat out to ensure the event is a success on
the day, but don’t overlook what you’ll need to do after the event – clearing the site,
removing signage, thanking people, returning equipment, a meeting to evaluate the
event and to start planning for the next!

                                                                          See TK No
             Help!                                             08 Child Protection 11 Insurance
                                                          12 Health & Safety 12a Risk Assessments
                                                         13 Licenses & Permissions 14a Organising an

Voluntary Arts Network
Briefing No 28 Eventful Planning
Telephone 029 20 395 395

Sport England
Managing Events – planning & running successful sports events (ref no:882)

                       Staffordshire Moorlands District Council Toolkit No 14 –
                           Organising an Event - Page 3 of 3 - March 2003
                       Reference material researched: VAN Eventful Planning,
                           The Queens Golden Jubilee Celebrations Toolkit

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